# LeaseOps Portal sample data package

LeaseOps Portal has 2 buyer-ready CSV template(s), 3 mapped source group(s), and 10 checks for moving from seeded demo data to a first tenant dry import.

Product: LeaseOps Portal
Tenant: Harborstone Property Group
Production domain: property-management.ideas-realized.com
Canonical page: /demo-library/property-management
Preview screen: Accounting (accounting) - move-in ledger and owner-ready accounting handoff
Preview URL: https://property-management.ideas-realized.com?screen=accounting
JSON manifest: /demo-library/property-management/sample-data-package.json

## Counts
- CSV templates: 2
- Sample rows: 4
- Source groups: 3
- Mapped fields: 11
- Required fields: 7
- Validation gates: 3
- Acceptance checks: 10

## Cutover
Import a small cohort of new-owner records, reconcile property identifiers with the PMS, then invite internal managers before owner-facing portal access.

## Privacy Note
Owner tax records, bank details, and lease documents should be represented as status records until secure storage and access rules are approved.

## Source Maps

### 1. Owner and property export
System: AppFolio, Buildium, QuickBooks, or onboarding spreadsheet
Owner: Onboarding coordinator
Cadence: Initial seed plus weekly new-owner import
Status: needs-client
Records: 20 to 120 owner/property records

| Source field | Target field | Required | Validation |
| --- | --- | --- | --- |
| owner_name | Owner.displayName | Yes | Owner name required for packet and message views. |
| owner_email | Owner.email | Yes | Duplicate owner emails require relationship review. |
| property_address | Property.address | Yes | Address must be unique or linked to existing property. |
| management_start_date | Onboarding.targetLaunchDate | No | Missing launch dates default to needs-scheduling. |

### 2. Document checklist
System: Shared drive, portal export, or intake checklist
Owner: Document specialist
Cadence: Daily during onboarding sprint
Status: template
Records: 8 to 20 document rows per property

| Source field | Target field | Required | Validation |
| --- | --- | --- | --- |
| document_type | Document.type | Yes | Unmapped document types import as needs-review. |
| status | Document.status | Yes | Approved requires received date. |
| owner_action | Document.ownerAction | No | Owner-action status requires a visible action note. |
| received_at | Document.receivedAt | No | Future dates require review. |

### 3. Rent-ready task list
System: Property manager spreadsheet or maintenance board
Owner: Property manager
Cadence: One import per onboarding cohort
Status: ready
Records: 5 to 18 tasks per property

| Source field | Target field | Required | Validation |
| --- | --- | --- | --- |
| task_name | LaunchTask.label | Yes | Task label required. |
| owner | LaunchTask.ownerRole | Yes | Owner role must exist in permissions. |
| due_date | LaunchTask.dueAt | No | Past due dates import as blocked. |

## CSV Templates

### 1. Owner and property intake
Download: /demo-library/property-management/import-templates/owner-property-intake
File: property-management-owner-property-intake.csv
Source system: Property management spreadsheet or owner CRM export
Owner: Onboarding manager
Cadence: Initial pilot import, then per-owner onboarding batch

Creates property onboarding records, owner contacts, stage status, and rent-ready ownership.

| Column | Required | Example | Description |
| --- | --- | --- | --- |
| property_id | Yes | PROP-4421 | Stable property identifier. |
| property_name | Yes | Harbor View Duplex | Property display name. |
| owner_name | Yes | North Coast Holdings | Primary owner or ownership entity. |
| owner_email | Yes | ops@northcoast.example | Owner email for packet reminders. |
| stage | Yes | Documents | Current onboarding stage. |
| reserve_amount | No | 2500 | Approved owner reserve amount. |
| target_launch_date | No | 2026-07-15 | Target rent-ready or listing date. |

Sample rows:
| property_id |property_name |owner_name |owner_email |stage |reserve_amount |target_launch_date |
| --- |--- |--- |--- |--- |--- |--- |
| PROP-4421 |Harbor View Duplex |North Coast Holdings |ops@northcoast.example |Documents |2500 |2026-07-15 |
| PROP-4480 |Juniper Court 12 |Vale Family Trust |vale@example.com |Review |1800 |2026-07-22 |

Acceptance checks:
- Every property has an owner contact before owner reminders are enabled.
- Reserve fields are reviewed before accounting export.
- Stage values map to the approved onboarding pipeline.

### 2. Document checklist import
Download: /demo-library/property-management/import-templates/document-checklist
File: property-management-document-checklist.csv
Source system: Shared drive index or onboarding checklist
Owner: Document coordinator
Cadence: Initial setup, then per-portfolio update

Defines required owner packet documents, due dates, and review owners by property.

| Column | Required | Example | Description |
| --- | --- | --- | --- |
| property_id | Yes | PROP-4421 | Property identifier from owner-property intake. |
| document_name | Yes | Signed management agreement | Required file or packet item. |
| status | Yes | Missing | Document status. |
| due_date | No | 2026-07-02 | Target due date in ISO format. |
| review_owner | Yes | Leasing admin | Staff owner responsible for review. |

Sample rows:
| property_id |document_name |status |due_date |review_owner |
| --- |--- |--- |--- |--- |
| PROP-4421 |Signed management agreement |Missing |2026-07-02 |Leasing admin |
| PROP-4480 |W-9 |Uploaded |2026-07-05 |Accounting lead |

Acceptance checks:
- Required document names match the buyer-approved packet list.
- Rejected and missing documents have review owners.
- No private financial documents are imported until access policy is approved.

## Validation Gates
- PMS identifier match (blocking): Owner and property records need stable identifiers before accounting export. Resolution: Confirm PMS owner ID and property ID fields during import dry-run.
- Sensitive document storage (blocking): Tax, banking, and lease file handling cannot use placeholder document URLs. Resolution: Use status-only imports until secure storage and permissions are configured.
- Owner-visible message approval (warning): Incomplete message templates can create confusing owner portal status. Resolution: Approve the first-week owner message sequence before invites.

## Acceptance Checklist
- Owner and property intake: Every property has an owner contact before owner reminders are enabled.
- Owner and property intake: Reserve fields are reviewed before accounting export.
- Owner and property intake: Stage values map to the approved onboarding pipeline.
- Document checklist import: Required document names match the buyer-approved packet list.
- Document checklist import: Rejected and missing documents have review owners.
- Document checklist import: No private financial documents are imported until access policy is approved.
- PMS identifier match: Confirm PMS owner ID and property ID fields during import dry-run.
- Sensitive document storage: Use status-only imports until secure storage and permissions are configured.
- Owner-visible message approval: Approve the first-week owner message sequence before invites.
- Open Accounting after dry import and verify move-in ledger and owner-ready accounting handoff.

## Handoff Routes
- Sample data package: /demo-library/property-management/sample-data-package - Markdown handoff with CSV templates, seed rows, validation gates, and cutover notes.
- Sample data package JSON: /demo-library/property-management/sample-data-package.json - Machine-readable sample-data manifest for implementation automation.
- Production data contract JSON: /demo-library/property-management/data-contract.json - Entity, source, event, API-shaped route, and boundary contract for production planning.
- Implementation JSON: /demo-library/property-management/implementation.json - Full setup spec with routes, productization fields, tenant defaults, and security notes.
- Implementation intake: /implementation-intake/property-management-implementation-intake - Buyer source-system, domain, access, and asset collection workflow.
- Live app proof screen: https://property-management.ideas-realized.com?screen=accounting - Accounting: move-in ledger and owner-ready accounting handoff